Senior Office Manager

Klaviyo

Help businesses grow by owning their brand and their relationships with their customers. Every business we work with has dreams - our job is to build the technology and experiences to achieve them. To empower creators to own their destiny

We are a unified customer platform for email, SMS, and more. We give more than 90K online brands direct ownership of their consumer data and interactions - so they can turn transactions with customers into productive long-term relationships, and grow on their own terms.

This role is suited to a highly experienced individual who can build strong relationships across a global matrix organization. With a strong focus on Executive partnering, this person will be a driving force in our mission to enable Klaviyos to thrive, to build uniquely special office environments across countries, and to make the company the place where the best-of-the-best come to work. As the APAC region grows and Klaviyo opens new offices, this role will lead all office expansion, office operations and compliance projects. In addition, the role will lead Communication initiatives in the region and have the opportunity to influence effective change at all levels, distill information into insights and actions and build solutions for scalable outcomes. This highly impactful role will report directly to the People Team and will work cross-functionally with IT, Operations, HR, EBP’s, Procurement and Managers Directors & Executives locally and internationally. How You'll Make a Difference: Provide Executive Support & Lead all Communication initiatives across the region; Partnering with the Executive team to:

• Keep up to date records of all major client/ customer accounts/ wins in the region and support the creation of presentations, deck builds and Executive summaries as required.
• Design Quarterly Business Reviews in Partnership with the Snr HRBP.
• Plan and facilitate meetings including but not limited to All Hands, AMA’s
• Firesides, Round Tables & Offsites ensuring engaging and appropriate content is sourced, presented professionally and coordinates the roster of speakers and participants.
• Plan events in relation to Clients & Visitors including: creating briefing packs and agendas, liaising with stakeholders and managing placeholders and diaries, booking internal and external meeting spaces as required.
• Provide regular communication to the business on employee related matters including updates in Slack, via Calendar and Email and Present initiatives and updates. Additionally;
• Drive regional participation in Global Communication Forums such as BTN and Office Hours.
• Lead monthly feedback forums with Managers and Executives to keep a pulse on what is happening across offices and create insights and recommendations for continuous improvement.
• Lead the regular review of GTM Enablement strategies and programs across the region to ensure training and resources evolve inline with business changes and meet the differing needs of each office in APAC.
• Lead the employee based Award Submission Strategy and work with global teams to ensure content is fit for purpose and submission deadlines are met.
• Promote Awards via social media in collaboration with Internal Communications and TA teams.
• Support the HR / People team with projects and initiatives such as bi-annual performance reviews & build data/ presentation decks for the Executive team.
• Partnering with the Executive team (and global teams) to facilitate Cultural Events & Initiatives including BFCM, Mid Year and End Year Parties & Quarterly/ Monthly get togethers.
• Lead all Onboarding activities for new starters in collaboration with the Global Onboarding team driving the strategy and scalability of Basecamp participation across the APAC region.
• Set the strategic vision for and chair KRG meetings and manage Executive Sponsorship for KRG’s in the region.
• Set the strategic vision for and chair Culture Crew meetings, approved initiatives added to the QBR and Company meetings.

Lead Office Operations, Facilities and Expansion across the APAC region;

• Work with the Global Facilities team to open and/ or enhance offices and facilities for the APAC region including but not limited to: scoping office plans, project managing the opening of international offices, working with local vendors and organizations to ensure Klaviyo meets local legislative and safety requirements.
• Manage all office expenditure and associated credit card limits, keeping within allocated budgets and ensuring timely reporting of credit card and office budget usage.
• Work closely with the Senior HRBP to align procedures, and operating practices to global policies and local legislative requirements for each office.
• Maintain through vendors, the overall appearance and aesthetics including; organization, presentation and cleanliness of the office.
• Manage vendors to maintain inventory and supply of all office needs.

Who You Are;

• 8+ years experience working in large scale, global organizations leading office operations.
• 10+ years executive level partnering experience and can act with integrity and confidentiality, managing sensitive and privileged information.
• Extensive experience in office and facilities expansion - across Asia Pacific with sound knowledge of local laws, culture and customs.
• Employee oriented; personable, reliable with a focus on continuous improvement.
• Strategic with strong attention to detail, can engage and influence stakeholders at all levels and create, present and manage complex projects independently.
• Polished approach with internal and external clients.
• Ability to work efficiently in a fast-paced environment with evolving needs and requirements.
• Ability to travel to SEA for the purpose of reviewing suitable office space, work with local vendors and project manage the opening of new offices.
• Tertiary qualifications in Human Resource Management, Project Management or Business Administration.
• Eligibility to work in Australia (specifically New South Wales) without restriction.

• 🖥

  Office and Team Coordination

  Coordinate the smooth and effective day-to-day administrative operations of an office or team

• 🗓

  Diary Management

  Track, manage, and prioritize the daily movements for business leaders to achieve the organization’s goals effectively

• 📥

  Inbox Management

  Track, prioritize, and action a leader’s email inbox to increase their overall productivity and efficiency

• 😎

  Social skills

  Behaves and communicates effectively in different social situations and with a variety of different people

• 👍🏼

  Flexibility

  Copes with changes and ambiguity in varying circumstances and can adapt behaviour effectively

• 🔍

  Attention to detail

  Accurately identifies and rectifies discrepancies or errors that exists in information and deliverables